Audit Trail Reports

Audit Trail Reports

Audit Trail Reports in EquiBillBook provide a comprehensive record of all changes, modifications, and activities performed in the system. These reports are essential for compliance, security, accountability, and maintaining a complete history of system operations.

Understanding Audit Trail Reports

Audit Trail Reports help you:

• Maintain complete records of system changes
• Track who made what changes and when
• Ensure compliance with regulations
• Investigate issues and discrepancies
• Maintain data integrity
• Support forensic analysis

Accessing Audit Trail Reports

To generate audit trail reports:

1. Navigate to the Reports module from the main menu
2. Click on Activity Reports → Audit Trail or Audit Reports
3. Select audit criteria and parameters
4. Click "Generate Report"

Types of Audit Trails

Data Change Audit Trail

Track data modifications:

• Record Creation: New records created
• Record Updates: Existing records modified
• Record Deletions: Records deleted
• Field Changes: Individual field modifications
• Bulk Changes: Bulk data modifications
• Data Imports: Data import activities

Transaction Audit Trail

Track transaction activities:

• Transaction Creation: New transactions
• Transaction Modifications: Transaction edits
• Transaction Cancellations: Cancelled transactions
• Transaction Approvals: Approval workflows
• Transaction Reversals: Reversed transactions
• Payment Processing: Payment activities

Configuration Audit Trail

Track system configuration changes:

• Settings Changes: System settings modifications
• User Management: User creation/modification
• Permission Changes: Access permission modifications
• Module Configuration: Module settings changes
• Integration Changes: Integration configuration
• Tax Configuration: Tax settings changes

Financial Audit Trail

Track financial activities:

• Journal Entries: Accounting entries
• Account Modifications: Account changes
• Financial Reports: Report generation
• Reconciliation Activities: Reconciliation actions
• Closing Entries: Period closing activities

Audit Trail Information

Change Details

Each audit entry includes:

• Timestamp: Exact date and time of change
• User Information: User who made the change
• Action Type: Type of action performed
• Record Information: Affected record details
• Before Value: Previous value
• After Value: New value
• Change Reason: Reason for change (if provided)

User Information

User details captured:

• User Name: Name of the user
• User ID: Unique user identifier
• User Role: User's role
• IP Address: User's IP address
• Session ID: Session identifier
• Location: User's location (if available)

Change Context

Contextual information:

• Module: System module
• Feature: Specific feature used
• Screen/Page: Interface location
• Related Records: Related record IDs
• Workflow Stage: Workflow position

Report Parameters

Date Range Selection

Select the period for audit trail:

• Today: Today's changes
• This Week: Current week
• This Month: Current month
• This Quarter: Current quarter
• This Year: Current year
• Custom Range: Select specific dates

Filter Options

Filter audit trail by:

• User: Filter by specific user(s)
• Action Type: Filter by action type
• Module: Filter by module
• Record Type: Filter by record type
• Record ID: Filter by specific record
• Field Name: Filter by field (for field-level audit)

Change Type Selection

Select types of changes:

• All Changes: Include all changes
• Creations Only: Only new records
• Updates Only: Only modifications
• Deletions Only: Only deletions
• Critical Changes: Important changes only

Report Format

Audit Trail List

The report displays:

• Chronological List: Changes in time order
• Detailed Information: Complete change details
• Before/After Values: Value comparisons
• User Attribution: User responsible
• Sortable Columns: Sort by any column
• Search Functionality: Search within audit trail

Change Summary

Summary statistics include:

• Total Changes: Total number of changes
• Changes by User: Breakdown by user
• Changes by Type: Breakdown by action type
• Changes by Module: Breakdown by module
• Most Active Users: Users with most changes
• Most Modified Records: Frequently changed records

Visual Representations

Charts and graphs include:

• Change Trend Chart: Changes over time
• User Activity Chart: Activity by user
• Module Activity Chart: Activity by module
• Change Type Distribution: Pie chart of change types

Viewing Audit Details

View Change Details

To view detailed change information:

1. Click on an audit entry
2. View complete change details
3. See before and after values
4. Review user information
5. Check related changes

Compare Versions

Compare record versions:

• View previous version
• Compare with current version
• See all field changes
• Track change history
• Restore previous version (if allowed)

Trace Changes

Trace related changes:

• View all changes to a record
• See related record changes
• Track change dependencies
• Follow change chains

Exporting Audit Trails

Export Formats

Export audit trails in various formats:

• Excel (XLS/XLSX): For detailed analysis
• PDF: For printing and archiving
• CSV: For data import
• XML: For structured data
• Text: Plain text format

Export Process

1. Apply filters as needed
2. Click "Export" or "Download"
3. Select export format
4. Choose columns to include
5. Download the exported file

Compliance and Security

Regulatory Compliance

Audit trails support compliance with:

• Financial regulations
• Data protection laws
• Industry standards
• Internal policies
• Audit requirements

Security Features

Security aspects include:

• Tamper-proof audit logs
• Secure storage of audit data
• Access control for audit reports
• Encryption of sensitive audit data
• Retention policies

Best Practices

• Review audit trails regularly
• Monitor for unauthorized changes
• Maintain audit trail retention policies
• Export and archive important audit trails
• Use audit trails for compliance reporting
• Investigate suspicious activities
• Ensure audit trail integrity
• Train users on audit trail importance
• Document audit trail procedures
• Regularly backup audit trail data

Troubleshooting

Audit trail not showing changes:

• Check if audit trail is enabled
• Verify date range is correct
• Ensure filters are not too restrictive
• Check user permissions

Missing audit entries:

• Verify audit trail configuration
• Check audit trail retention settings
• Ensure sufficient storage space
• Review audit trail settings

Export not working:

• Try a different export format
• Reduce the date range
• Check file size limits
• Verify export permissions